Replace Function - Preserve Slashes and Other Special Characters - ms-access

I have a Microsoft Access 2013 database that I created to track time. The database has a FINDREPLACE table that I use to store shortcuts for certain often-used time entry text. The table contains two fields, myFind and myReplace. For example, one value in myFind is "telconf" and the corresponding entry in myReplace is "telephone conference with". There is a button on the time entry form that calls a sub that loops through my FINDREPLACE table and replaces all of the shortcut "myFind" text in the time description with the corresponding "myReplace" text. It works well and saves me from having to repeatedly type out the same lengthy phrases or names I can never remember how to spell.
Here is the sub:
Private Sub myFindReplace(myTime As Integer)
Dim dbs As DAO.Database
Dim rs, rs2 As DAO.Recordset
Dim myMsg, mySQL, myTimeString As String
If Me.Dirty Then
myMsg = MsgBox("You must save your record before running FindReplace", vbOKOnly)
Exit Sub
End If
Set dbs = CurrentDb
mySQL = "SELECT * From TABLEFINDREPLACE"
Set rs = dbs.OpenRecordset(mySQL, dbOpenSnapshot)
myTimeString = DLookup("myDESCRIP", "TABLETIME", "ID = " & myTime)
With rs
Do Until .EOF
myTimeString = Replace(myTimeString, !myFind, !myReplace)
.MoveNext
Loop
End With
rs.Close
myTimeString = UCase(Left(myTimeString, 1)) & Mid(myTimeString, 2)
mySQL = "SELECT * FROM TABLETIME WHERE ID = " & myTime
Set rs2 = dbs.OpenRecordset(mySQL, dbOpenDynaset)
With rs2
.Edit
!myDESCRIP = myTimeString
.Update
End With
rs2.Close
dbs.Close
Me.txtMyDESCRIP.Requery
End Sub
The sub that the button calls uses the VBA Replace function, and it works well in most instances. The problem arises when I want to includes slashes or other special characters in my replace text. For example, one of my "myFind" values is "emailtofrom", and the corresponding "myReplace" value is "e-mail correspondence to/from". But, when I run the sub, the "emailtofrom" text is replaced with "e-mail correspondence tofrom", WITHOUT the slash.
I understand that the VBA Replace function will remove slashes and other special characters. Is there anything that I can do preserve the slashes when the Replace function runs? Escaping the slashes somehow in my FINDREPLACE table (I'm the only one using this database so I can do that if necessary)? Using code other than VBA Replace?

"I understand that the VBA Replace function will remove slashes"
That is not what I see with VBA Replace(). Here are examples from the Immediate window using forward and back slashes.
? Replace("foo emailtofrom bar", "emailtofrom", _
"e-mail correspondence to/from")
foo e-mail correspondence to/from bar
? Replace("foo emailtofrom bar", "emailtofrom", _
"e-mail correspondence to\from")
foo e-mail correspondence to\from bar
I think something else is going on, but I can't spot the issue in your code sample. Set a break point, run your code, and then step through it one line at a time with the F8 key and examine the text values at each step.

Related

Get Form Recordsource without opening the form

Does MS Access allow to get the recordsource value of the form without opening the form itself? I'm trying to optimize my code as of now, what I did is I just hide the form then get the Recordsource form query but it takes time to load since some of the forms trigger a code upon onload.
I'm late to the game here - I sometimes post answers months or years after the original question was posted, as I post my own solutions when a quick search of the 'Stack finds questions relevant to my own problem of the day, but no answers that I can actually use.
[UPDATE, 06 June 2016]
The 'NameMap' property is not available in document objects from Access 2010 onwards. However, 'Stacker Thunderframe has pointed out that this is now available in the 'MsysNameMap' table.
I have amended the code, and this works in Access 2010 and 2013.
[/UPDATE]
Most of a form's properties are only available when the form is open, but some are available in the form's entry in the DAO Documents collection.
The DAO 'document' is a horrible object: it won't persist in memory and you have to refer to it explicitly every time you use it:
FormName = "MyForm"
For i = 0 To Application.CodeDb.Containers("Forms").Documents(FormName).Properties.Count - 1
Debug.Print i & vbTab & Application.CodeDb.Containers("Forms").Documents(FormName).Properties(i).Name & vbTab & vbTab & Application.CodeDb.Containers("Forms").Documents(FormName).Properties(i).Value
Next
Run that snippet for your form, and you'll see a 'NameMap' property that contains a list of the form's controls, and some of the form's properties.
...In a truly horrible format which needs a binary parser. You might want to stop reading and take an aspirin, right now, before continuing.
Health Warnings:
The NameMap Property is undocumented. It is therefore unsupported and there is no guarantee that this solution will work in future versions of Microsoft Access.
The solution in my code below will stop working if the NameMap's two-byte binary label for a Record Source ever changes, or if it's locale-specific.
This is a horrible hack: I accept no liability for any effects on your sanity.
OK, here's the code:
A VBA function to return the Record Source from a closed MS-Access form:
Private Function FormRecordSource_FromNameMap(FormName As String) As String
' Reads the Record Source from the NameMap Property of the Document object for the form.
' WARNING: there is a potential error here: if the form's RecordSource property is blank
' and it has one or more list controls with a .RecordSource property populating
' the list, this function will return the first list control's Record Source.
' This won't work if you're using non-ASCII characters (Char > 255) in your form name.
Dim i As Integer
Dim j As Integer
Dim k As Integer
Dim arrByte() As Byte
Dim strOut As String
If Application.Version < 12 Then
arrByte = Application.CodeDb.Containers("Forms").Documents(FormName).Properties("NameMap").Value
For i = 1 To UBound(arrByte) - 2 Step 2
' 2-byte marker for a querydef in the NameMap:
If (arrByte(i) = 228 And arrByte(i + 1) = 64) Then
j = i + 2
Do While arrByte(j) = 0 And arrByte(j + 1) = 0 And j < UBound(arrByte)
' loop through the null chars between the marker and the start of the string
j = j + 2
Loop
strOut = ""
Do Until (arrByte(j) = 0 And arrByte(j + 1) = 0) Or j >= UBound(arrByte) - 2
If arrByte(j) = 0 Then j = j + 1
' loop until we reach the null char which terminates this string
' appending the Bchars (not unicode Wchars!) of the table or query
strOut = strOut & Chr(arrByte(j))
j = j + 2
Loop
Exit For ' we only want the first datasource
End If
Next i
Else
arrByte = Nz(DLookup("[NameMap]", "[MSYSNameMap]", "[Name] = '" & FormName & "'"), vbNullChar)
If UBound(arrByte) < 4 Then Exit Function
strOut = ""
For j = 60 To UBound(arrByte) - 2 Step 2
If arrByte(j) = 0 And arrByte(j + 1) = 0 Then Exit For
strOut = strOut & Chr(arrByte(j))
Next j
End If
frmRecordSource_FromNameMap = strOut
Erase arrByte
End Function
If you use the RecordSource in (say) OpenRecordset or a DCOUNT function, I would advise you to encapsulate it in square brackets: you might get the name of a hidden query object saved from a 'SELECT' statement in the RecordSource, and that name will contain '~' tilde characters which need special handling.
And now, something extra that you didn't ask for, but other people will be looking for if they Googled their way here for 'MS Access RecordSource for a closed form':
Getting an MS-Access form's RecordSource, whether it's open or not
Most times, your form will be open. Problem is, you don't know that... And if it's a subform, it might not be visible in the Forms() collection. Worse, a form that's hosted as a subform might exist as multiple instances in several open forms.
Good luck with that, if you're looking to extract dynamic properties... Like filters, or the Record Source if it's set 'on the fly' by VBA.
Public Function GetForm(FormName As String, Optional ParentName As String = "") As Form
' Returns a form object, if a form with a name like FormName is open
' FormName can include wildcards.
' Returns Nothing if no matching form is open.
' Enumerates subforms in open forms, and returns the subform .form object if
' it has a matching name. Note that a form may be open as multiple instances
' if more than one subform hosts it; the function returns the first matching
' instance. Specify the named parent form (or the subform control's name) if
' you need to avoid an error arising from multiple instances of the form.
Dim objForm As Access.Form
If ParentName = "" Then
For Each objForm In Forms
If objForm.Name Like FormName Then
Set GetForm = objForm
Exit Function
End If
Next
End If
If GetForm Is Nothing Then
For Each objForm In Forms
Set GetForm = SearchSubForms(objForm, FormName, ParentName)
If Not GetForm Is Nothing Then
Exit For
End If
Next
End If
End Function
Private Function SearchSubForms(objForm As Access.Form, SubFormName As String, Optional ParentName As String = "") As Form
' Returns a Form object with a name like SubFormName, if the named object SubFormName is subform
' of an open form , or can be recursively enumerated as the subform of an open subform.
' This function returns the first matching Form: note that a form can be instantiated in multiple
' instances if it is used by more than one subform control.
Dim objCtrl As Control
For Each objCtrl In objForm
If TypeName(objCtrl) = "SubForm" Then
If objCtrl.Form.Name Like SubFormName Then
If ParentName = "" Or objForm.Name Like ParentName Or objCtrl.Name Like ParentName Then
Set SearchSubForms = objCtrl.Form
Exit For
End If
Else
Set SearchSubForms = SearchSubForms(objCtrl.Form, SubFormName, ParentName)
If Not SearchSubForms Is Nothing Then
Exit For
End If
End If
End If
Next objCtrl
End Function
Public Function FormRecordSource(FormName As String, Optional ParentName As String = "") As String
' Returns the Recordsource for a form, even if it isn't open in the Forms() collection
' This will look for open forms first. If you're looking for a subform, you may need a
' parent name for the form which hosts the subform: your named form might be open as a
' subform instance in more than one parent form.
' WARNING: there is a potential error here: if the form isn't open, and it has a blank
' RecordSource property, and it has one or more controls with a .RecordSource
' property populating a list, a list control's RecordSource could be returned
Dim objForm As Form
If FormName = "" Then
Exit Function
End If
Set objForm = GetForm(FormName, ParentName)
If objForm Is Nothing Then
FormRecordSource = FormRecordSource_FromNameMap(FormName)
Else
FormRecordSource = objForm.RecordSource
Set objForm = Nothing
End If
End Function
Share and enjoy: and please accept my apologies for any unwanted line breaks in the code sample.
One option would be to save the Record Source of the form as a Query. Say you have a form named [AgentForm] whose Record Source is
SELECT ID, AgentName FROM Agents
In your development .accdb copy of the database, open the form in Design View and open the Record Source in the Query Builder. Click the "Save As" button ...
and save the query as "AgentForm_RecordSource". Now the Record Source property of the form is just a reference to the saved query, and the query itself can be accessed directly through a QueryDef object. So, you could retrieve the SQL statement for the form's Record Source with
Dim cdb As DAO.Database, qdf As DAO.QueryDef, sql As String
Set cdb = CurrentDb
Set qdf = cdb.QueryDefs("AgentForm_RecordSource")
sql = qdf.SQL
or you could go ahead and open a Recordset with
Dim cdb As DAO.Database, qdf As DAO.QueryDef, rst As DAO.Recordset
Set cdb = CurrentDb
Set qdf = cdb.QueryDefs("AgentForm_RecordSource")
Set rst = qdf.OpenRecordset
If the form's Record Source is a SELECT statement rather than the name of a table or saved query, you can check the QueryDefs collection for the hidden QueryDef which Access created for that Record Source statement.
If it exists, you can check its .SQL property.
strFormName = "Form15"
? CurrentDb.QueryDefs("~sq_f" & strFormName).SQL
SELECT DISTINCTROW *
FROM [DB Audits];
You can trap error #3265, "Item not found in this collection", which will be thrown if that QueryDef does not exist.
Since you can't open your form in design view and opening your form regularly is causing performance issues, there are but a few more workarounds:
Depending on how you want to check for the closed form's recordsource, you can set a global variable in the following way, in a separate module:
Public glb_getrecordsource As String
Afterwards, depending on how you call the code, you can do the following:
Private Sub Command1_Click()
glb_getrecordsource = "Yes"
DoCmd.OpenForm "Form1"
'... Do something
End Sub
Then, as the final step, put the following at the beginning of your form's OnLoad event:
Private Sub Form_Load()
If glb_getrecordsource = "Yes" Then
glb_getrecordsource = Me.Form.RecordSource
DoCmd.Close acForm, "Form1", acSaveYes
Exit Sub
End If
'... Usual OnLoad events
End Sub
This will at least solve the performance issues, since you will not trigger any of the time consuming events, in the form's load event.
Another workaround:
You can export your form to a .txt file and then search the text file for the recordsource. The following code will export your forms to .txt files in a specified folder:
Dim db As Database
Dim d As Document
Dim c As Container
Dim sExportLocation As String
Set db = CurrentDb()
sExportLocation = "C:\AD\" 'Do not forget the closing back slash! ie: C:\Temp\
Set c = db.Containers("Forms")
For Each d In c.Documents
Application.SaveAsText acForm, d.Name, sExportLocation & "Form_" & d.Name & ".txt"
Next d
Code partly borrowed from this forum. Afterwards, you only have to open the file and search for the recordsource. If the recordsource is empty it will not be exported, so keep that in mind. Also, I doubt this will improve perfomance, but who knows!

Form hanging while running listbox query

My form is hanging for several seconds every time the user goes to a new record. The recordset for a listbox on the form is a query. The form is hanging until that query finishes and the listbox is populated.
My users need to be able to scroll through the records quickly. Currently, the user must wait for the listbox query to finish before moving to the next record. How can I stop the form from hanging?
Is there a way for DoEvents to be used to solve this problem?
Below is my code. I suspect that seeing all this code is not necessary, but I am sharing it all just in case.
I am using Access.
Thanks!
Option Compare Database 'Use database order for string comparisons
Option Explicit
Dim QuoteLogForm As Form
Public KeystrokeCount As Integer
'Define the similarity threshold for the matches list
Const SIMIL_THRESHOLD As Single = 0.83
Private m_strDialogResult As String
'The basis of this code was derived from http://www.accessmvp.com/tomvanstiphout/simil.htm
Private Sub Form_Current()
Matches
End Sub
Private Sub Matches()
'This sub calls the functions necessary to generate a query that lists
'the KFC RFQ #'s whose similarity exceeds the threashold, as defined above.
Dim sql As String
Dim strOpenArgs As String
Dim strInClause As String
'OpenArgs contains the part # to find similars for.
strOpenArgs = Replace(Replace(Nz(Me.Part_Number_Textbox.Value), "-", ""), " ", "") 'Nz changes Nulls to blanks
'Call the GetSimilarPartNos function below.
'This function returns a string of KFC RFQ #'s that exceed the threashold, wrapped in single quotes and separated by commas.
strInClause = GetSimilarPartNos(strOpenArgs)
'If any similar part numbers were found, run a query to select all the listed records
If VBA.Len(strInClause) > 0 Then
'Select records whose KFC RFQ #'s are found in the strInClause list, sort from most to least similar
sql = "select * from [Matches List Query] where [KFC RFQ #] in (" & strInClause & ")" ' order by SimilPct desc, DateShort desc"
'[Forms]![Price Form Parent]![Price Form].[Form].Customer_Filter_Box
Set Me.[Matches List Form].Form.Recordset = CurrentDb.OpenRecordset(sql, dbOpenSnapshot)
Else
'If no similar KFC RFQ #'s were found, select no records
sql = "select * from [Matches List Query] where 1 = 0"
Set Me.[Matches List Form].Form.Recordset = CurrentDb.OpenRecordset(sql, dbOpenSnapshot)
End If
End Sub
Private Function GetSimilarPartNos(ByVal strPartNo As String) As String
'The GetSimilarPartNos function calls the fnSimil function and compiles a list (strInClause)
'of KFC RFQ #'s whose part numbers exceed the threashold
Dim rs As DAO.Recordset
Dim strInClause As String
Dim sngSimil As Single
'Erase all previous values in the [Quote Log].Simil field
CurrentDb.Execute "update [Quote Log] set Simil = 0", dbFailOnError
Set rs = CurrentDb.OpenRecordset("Quote Log") ', dbOpenTable)
'Loop to calculate the similarity of all part numbers
While Not rs.EOF 'Loop until the end
Dim curPartNo As String
curPartNo = Replace(Replace(Nz(rs![Part #]), "-", ""), " ", "")
If rs![KFC RFQ #] = Me.[KFC RFQ #] Then
GoTo 120
End If
sngSimil = fnSimil(curPartNo, strPartNo)
'If the part number similarity value of a single record is greater than the
'threashold (as defined above), add the record's KFC RFQ # to strInClause
'strInClause forms a list of KFC RFQ #'s whose part numbers exceed the threashold
'in similarity, wrapped in single quotes and separated by commas
If sngSimil >= SIMIL_THRESHOLD Then
strInClause = strInClause & "'" & rs![KFC RFQ #] & "',"
'Show the Simil value on this form
rs.Edit
rs!Simil = sngSimil
rs.Update
End If
120 rs.MoveNext
Wend
rs.Close
Set rs = Nothing
'Once the strInClause is completed, remove the last comma from the list
If Len(strInClause) > 0 Then strInClause = VBA.Left$(strInClause, Len(strInClause) - 1)
GetSimilarPartNos = strInClause
End Function
The UI is hanging because the work is being done by the UI thread. If you want (or need) a more responsive application, you need to offload the work to a background thread. As far as I know, for VBA, that is not something for the feint of heart, but you can take a look, VBA + Threads in MS Access.
As access is a database, it suffers from all the drawbacks of any database, mainly finding data stored on slow, usually spinning, media. I suggest you take a look at this article: Create and use an index to improve performance to help you create efficient indexes for your queries, if you have not indexed for them already. You also need to consider the performance implications of WHERE, JOIN, and ORDER BY clauses in your queries. Make sure your indexes are optimized for your queries and your data is stored in a logical fashion for the way it will be queries out. Beyond that, if the database does not reside on the machine from which the queries are being executed, you have network I/O latency on top of expected Disk I/O latency. This can significantly impact the read performance of the database.
I think you might possibly have the wrong form event.
The form_Current event fires between each record and I can't imagine that's what you really need. Try moving your "Matches" routine into the OnLoad event instead.

Access and Word 2010 merging one record depending on subform button clicked

I'm working on a small program in which one letter in Word needs to be create when one button in a Access subform is clicked.
The form represents one client and in the subform there are the list of commands done by this client. Next each command line (containing date and description), there is one button that trigger the maccro and create the letter. Until now, I succeed to create the word letter when one button is clicked but each command in the subform create a page in the word document.
Is it possible to keep only the command next to the button clicked and not all the command?
I was looking for that kind of command :
"SELECT * FROM [Fusion]WHERE [id_client] = " & Forms!subform!id_client
but when I do it for the subform I have one error saying that the form doesn't exist...
Thanks for your help.
--EDIT--
Here is the code, the [Fusion] is my SQL request which get all the clients and the orders related to them.
Function Publipostage()
Dim mDoc As String
Dim strSQL As String
' Path of the letter
mDoc = "C:\...\LT000006.docx"
strSQL = "SELECT * FROM [Fusion]WHERE [id_client] = " & Forms!FormPatient!id_client
Dim oApp As New Word.Application
Dim oMainDoc As Word.Document
Dim sData As String
oApp.Visible = True
sData = "C:\...\Database1.accdb"
Set oMainDoc = oApp.Documents.Open(mDoc)
With oMainDoc.MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=sData, SQLStatement:=strSQL
End With
With oMainDoc
.MailMerge.Destination = wdSendToNewDocument
.MailMerge.Execute
End With
oApp.Activate
oApp.Documents.Parent.Visible = True
oApp.Application.WindowState = 1
oApp.ActiveWindow.WindowState = 1
Set oApp = Nothing
Set oMainDoc = Nothing
Exit Function
Err_Handle:
Set oApp = Nothing
Set oMainDoc = Nothing
MsgBox "An error occurred..." & vbCrLf & vbCrLf & Err.Description
End Function
your question is a bit unclear but if the button is on the subform you can use
Me.id_client
if it is on the main form try
Forms("MAIN FORM NAME").Controls("SUB FORM NAME").Form.Controls("id_client")
Edit
Or Me.Parent.Controls("id_client")
When referencing a subform you must reference the parent form first.
If you only want to print 1 command from the list then it seems your SQL needs to change to reference that command. i.e.
"SELECT * FROM [Fusion] WHERE [id_command] = " & Me.id_command
This is just an example as I am unaware of your table structure.

how to write a script to look for and correct invalid entries in a table

First off I'd like to make perfectly clear that my knowledge of Access and VBA is extremely limited at best. I have an employee database system that due to it's age has been prone to small data corruption issues and controls breaking due to differences between 2003/2007 and 2010. While I've managed to hash out the bulk of the problems, one that has me especially concered is the script we're using to manage access to the database. The system is split between two files, a frontend where users can access the database and a backend file that contains all of the tables.
The issue I have is in the frontend form that handles the logon for the users. The way the access system is set up is the user enters their SSN, then the script finds their SSN in the table and if it exists looks if an access checkbox is checked. If they have access, they're directed to the main menu, if not they get a denied message. What I've found though is for some reason or another, if an entry in the personnel table has an incomplete SSN, the script breaks and anyone can gain access to the database.
There's a query that runs in the frontend that looks at the master personnel table and pulls just the first two columns, SSAN and Access.
The form itself has a visible text box, "Text8", and a hidden Combo Box "Combo4". Combo4 uses the previously mentioned query for the row source (SELECT qryAccess.SSAN FROM qryAccess;), while Text8 is where the user enters their SSN.
Here's the code right now:
Option Compare Database
Private Sub Combo4_AfterUpdate()
' Find the record that matches the control.
Dim rs As Object
Set rs = Me.Recordset.Clone
rs.FindFirst "[SSAN] = '" & Me![Combo4] & "'"
If Not rs.EOF Then Me.Bookmark = rs.Bookmark
If Me![Access] = True Then
DoCmd.RunMacro "Access"
Else
DoCmd.OpenForm "frmDenied"
End If
End Sub
Private Sub Text8_AfterUpdate()
Me![Combo4] = Me![Text8]
' Find the record that matches the control.
Dim rs As Object
Set rs = Me.Recordset.Clone
rs.FindFirst "[SSAN] = '" & Me![Combo4] & "'"
If Not rs.EOF Then Me.Bookmark = rs.Bookmark
If Me![Access] = True Then
DoCmd.RunMacro "Access"
Else
DoCmd.OpenForm "frmDenied"
End If
End Sub
Like I said before, as long as every entry for the SSNs is a full 9-digits, this system works. However, if for some reason the entry is not the full 9 like I just found in my database (and no, I have no idea what caused that to happen, there is an input mask in place, 000-00-0000;;_), this system breaks. You could type in "abc" for the SSN and gain access to the database.
How can I write a small script that pre-checks the table for SSN entries that don't fit the 9-digit format that is set, and if it finds them, resets them to an unused number, such as 000000000, 000000001, etc?
Also, if you have any suggestions on how to streamline the existing code, I'd be more than happy to take them.
Add this function to you application
Public Function IsValidSSN(ByVal SSN As String) As Boolean
'Determines if SSN is a valid social security number
'requires SSN to be in either "#########" or "###-##-####" format
IsValidSSN = (SSN Like "###-##-####") Or _
SSN Like ("#########")
End Function
Also change your function to this:
Private Sub Combo4_AfterUpdate()
' Find the record that matches the control.
If IsValidSSN(Me![Combo4]) Then
Dim rs As Object
Set rs = Me.Recordset.Clone
rs.FindFirst "[SSAN] = '" & Me![Combo4] & "'"
If Not rs.EOF Then Me.Bookmark = rs.Bookmark
If Me![Access] = True Then
DoCmd.RunMacro "Access"
Else
DoCmd.OpenForm "frmDenied"
End If
Else
DoCmd.OpenForm "frmDenied"
End IF
End Sub
Private Sub Text8_AfterUpdate()
Me![Combo4] = Me![Text8]
If IsValidSSN(Me![Text8]) Then
' Find the record that matches the control.
Dim rs As Object
Set rs = Me.Recordset.Clone
rs.FindFirst "[SSAN] = '" & Me![Combo4] & "'"
If Not rs.EOF Then Me.Bookmark = rs.Bookmark
If Me![Access] = True Then
DoCmd.RunMacro "Access"
Else
DoCmd.OpenForm "frmDenied"
End If
Else
DoCmd.OpenForm "frmDenied"
End If
End Sub
EDIT
Also why are you using a combobox to enter a SSN? You can use input mask on text box. Also I would highly suggest that you convert your system to some other identification other than SSN because it is easily passable to get past this code to look at the table containing everyones SSN, by holding down shift when opening the application. As for streamlining your code just remove that combobox altogether. If they are typing it into a textbox there is no need to put it into a hidden combobox.
You have a text field, SSAN, and with that input mask the dashes are not included in the stored values. So valid values would be 9 digit strings.
If that is correct, you can use a query to identify any invalid stored values.
SELECT y.SSAN, Len(SSAN) AS LenghtOfSSAN
FROM YourTable AS y
WHERE Len(SSAN)<>9 OR y.SSAN ALike '%[!0-9]%';
That query will return rows where SSAN includes < or > 9 characters, and any values which include characters other than digits.
Note the ALike keyword tells the db engine to expect ANSI wild card characters.  If you prefer Access' * wild card instead, change it to Like '*[!0-9]*'
Once you fix the stored values, add a Validation rule for that SSAN field (Like "#########") to require all values consist of 9 digits.
Since it looks like this became more of a "How do I find the user" than "How do I fix the existing entries", let me throw my hat into the ring.
Unless I completely misunderstand this, the existing (and accepted answer) function is HORRIBLE. You can do this all much more efficiently and with less code. First of all, delete Combo4. No need for it. Then do this:
Private Sub Text8_AfterUpdate()
Dim X as Integer
X = DLookup("Access", "qryAccess", "SSAN = '" & Me!Text8 & "'")
If Nz(X) = True Then
DoCmd.RunMacro "Access"
Else
DoCmd.OpenForm "frmDenied"
End If
End Sub
That's all you need. If the user's SSN was stored incorrectly, he's gonna be denied. 7 digits, 8 digits, doesn't make a difference. Only exact matches get through. That is, assuming 0 = False and 1 = True, which should be the default anyway.

Are there issues with tables using an autonumber as a primary key in a back-end ms access db?

I inherited an MS Access database at my office that is heavily used by several people over the network. This causes many issues with data collisions and locks. I want to split the db so that each user has thier own front-end app and maintain the core data on the server.
Several of the tables use an autonumber:sequence:long as thier primary key - in researching how to perform the split I've come across several posts that hint this can cause issues when distributing a database but I haven't been able to find anything solid. The issue seems to be that a user can begin a new record and receive the next autonumber but a second user can create a new record within a short interval and receive the same autonumber resulting in an error?
Does Jet handle this correctly or are there autonumber issues with a FE/BE database? If it's an unlikely-but-possile occurance I'm sure it will still be much better than what my users are currently experiencing but I'd like to know if there are ways I can minimize such issues.
Thanks for your help!
I've had the misfortune of working with many Access databases in my youth. While there are many issues with Access, I do not know if I've ever run into a problem with AutoNumber columns in a split database, multi-user environment. It should work fine. This is such a common setup that there would be posts all over the Internet about it if were an issue.
As long as you are not going for data replication (ie multiple subscriber databases, where users can insert new records in same tables but in different locations), you will not have problems with autonumbers as primary keys.
If you think that one of these days you might need to go for replication (different locations, one central database), do not hesitate to switch to unique identifiers (replication IDs).
There seems to be some confusion on your part about the process of splitting. When you do so, you end up with multiple front ends, but the back end is still a single file. Thus, there's no difference at all for the data tables in terms of Autonumbers from what you had before you split the application.
I had the same problem, nevertheless i did a workarround to get the autonumbering work from an Onload() Event
What I did is :
I create a recordset based on Your_Table everytime the user needs an autonumber
Open the recordset (rst)
Search if:
-Your_Table is Empty, then assigns the value "1" to Your_field
-Your_Table is has data without missing numbers,then assigns the value = "Count of lines + 1" to Your_field (1,2,....,n+1)
-Your_Table has missing data (1,3,4,5,7) [Note "#2 and #7 are missing]", then uses a function to search in Your_Table the missing fields and assign to Your_Field the first missing value (#2 in this example)
Private Sub Autonumbering(Your_Table As String)
Dim rst As DAO.Recordset
Dim db As Database
On Error GoTo ErrorHandler
Application.Echo False
Set db = CurrentDb
Set rst = db.OpenRecordset(Your_Table, dbOpenDynaset)
With rst
.AddNew
'Your_Table is Empty, **then** assigns the value "1" to Your_field
If DMin("[Your_Field]", Your_Table) = 1 Then
'Your_Table is has data without missing numbers,**then** assigns the value = "Count of lines + 1" to Your_field (1,2,....,n+1)
If DMax("[Your_Field]", Your_Table) = .RecordCount Then
'Assings n+1 value to [Your_Field] records
Value = .RecordCount + 1
![Your_Field] = Valor
Else
'Your_Table has missing data (1,3,4,5,7) [Note "#2 and #7 are missing]", **then** uses a function to search in Your_Table & _
the missing fields and assign to Your_Field the first missing value (#2 in this example)
Value = MyFunction$(Your_Table, "Your_Field")
![Your_Field] = Value
End If
Else
'Agrega el número 1
Value = 1
![Your_Field] = Value
End If
.Update
.Bookmark = .LastModified
Me.Requery
DoCmd.GoToRecord acDataForm, Me.Name, acGoTo, Value
.Move 0, .LastModified
End With
ErrorCorregido:
Application.Echo True
Exit Sub
ErrorHandler:
MsgBox "An error ocurred, please verify numbering", vbCritical + vbOKOnly
Resume ErrorCorregido
End Sub
Here is the function that i found to get the missing values on an specific table, i cant find it anymore, but thanks for the one who made it.
Function MyFunction$(cstrTable As String, cstrField As String)
' Read table/query sequentially to record all missing IDs.
' Fill a ListBox to display to found IDs.
' A reference to Microsoft DAO must be present.
Dim dbs As DAO.Database
Dim rst As DAO.Recordset
Dim lst As ListBox
Dim Col As Collection
Dim strSQL As String
Dim strList As String
Dim lngLast As Long
Dim lngNext As Long
Dim lngMiss As Long
' Build SQL string which sorts the ID field.
strSQL = "Select " & cstrField & "" _
& " From " & cstrTable & " Order By 1;"
Set Col = Nothing
' Control to fill with missing numbers.
'Set lst = Me!lstMissing
' Collection to hold the missing IDs.
Set Col = New Collection
'// Vacía la colección
'Erase Col
' Read the table.
Set dbs = CurrentDb
Set rst = dbs.OpenRecordset(strSQL)
If rst.RecordCount = 0 Then
' The recordset is empty.
' Nothing to do.
Else
' Read and save the ID of the first record.
lngLast = rst(cstrField).value
rst.MoveNext
' Loop from the second record through the recordset
' while reading each ID.
While rst.EOF = False
lngNext = rst(cstrField).value
' For each ID, fill the collection with the
' missing IDs between the last ID and this ID.
For lngMiss = lngLast + 1 To lngNext - 1
Col.Add (lngMiss)
Next
' Save the last read ID and move on.
lngLast = lngNext
rst.MoveNext
Wend
' Finally, add the next possible ID to use.
Col.Add (lngLast + 1)
End If
rst.Close
For lngMiss = 1 To Col.Count
' Build the value list for the ListBox.
If Len(strList) > 0 Then
' Append separator.
strList = strList & ";"
End If
' Append next item from the collection.
strList = strList & Col(lngMiss)
' For debugging only. May be removed.
Debug.Print Col(lngMiss)
Next
' Pass the value list to the ListBox.
' Doing so will requery it too.
' lst.RowSource = strList
' For debugging only. May be removed.
' Debug.Print strList
MyFunction$ = Col(1)
' Clean up.
Set rst = Nothing
Set dbs = Nothing
Set Col = Nothing
Set lst = Nothing
End Function